StaffThis privacy notice tells you what to expect us to do with your personal information when you sign up to the Global Humanitarian Team (GHT) Specialised Talent Pool.



Contact details

If you have any questions or want to use your data rights, contact: privacy@oxfam.org.uk 



What information we collect, use, and why

The GHT Internal Roster helps identify staff across the Oxfam confederation who may be available to support humanitarian emergency responses. We collect and use personal information to manage the roster, assess deployment readiness, and match people to crisis needs.

When you first access the roster via Okta Single Sign-On, the only data pulled automatically is:

  • Your name
  • Your Oxfam email address

All other information you provide is voluntary and optional.
You are under no obligation to complete your full profile. We strongly recommend you only provide the minimum amount of information you would be comfortable having seen by other Oxfam staff you may not know. This includes colleagues in different affiliates or countries who may be involved in deployment planning.

You can update or remove your information at any time by logging into your profile.
We collect the following information if you choose to provide it:

Basic details

  • Personal email
  • Telephone number
  • Skype handle (optional)


Employment and HR information

  • Current job title and location (office, affiliate, region, country)
  • Legal employer (executing affiliate)
  • Contract type (national/international; permanent/temporary)
  • Contract end date (if temporary)
  • Line manager name and email
  • HR contact name and email
  • Length of service


Deployment information

  • Deployment experience (countries and roles)
  • Management experience
  • Functional, operational, or technical expertise
  • Languages (spoken, read, written)
  • Oxfam training history (with completion dates)
  • Deployment preferences (countries, sectors, skills to develop)
  • Maximum deployment duration
  • Travel notice period required


Special category data, If relevant to international deployment, we may also ask for:

  • Nationality
  • Country of residence
  • Passport number(s) and expiry dates
  • Visa(s) held and expiry dates
  • Any history of visas refused

This data is only requested when necessary for deployment planning or visa applications. You do not need to provide it unless you are being considered for an international deployment where it is specifically required.



Our lawful bases for using your data

We follow data protection law in the UK and the EU (UK GDPR and EU GDPR). These laws say we must have a valid reason, called a “lawful basis”, for using your personal information.

For most of the data you give us, we use:

  • Legitimate interests (UK and EU GDPR Article 6(1)(f))This means we need to use your data to run the GHT roster in a way that helps Oxfam respond to emergencies. We do this fairly and carefully, and only use data that’s needed for this purpose.

For sensitive data (like your nationality or passport), we use:

  • Employment and social protection law (UK and EU GDPR Article 9(2)(b))This means we may need this information to plan safe and legal travel for emergency work, as part of your role at Oxfam. We only use this data where necessary, and keep it secure.

We do not rely on consent as the legal basis for this processing, because joining the roster may be a work-related responsibility, and consent under GDPR must be optional and freely given.



Your data protection rights

Under UK and EU data protection laws, you have rights over your data. These include:

  • Access – Ask to see what data we hold about you
  • Correction – Ask us to fix any mistakes in your data
  • Deletion – Ask us to delete your data (for example, if you leave the roster)
  • Restriction – Ask us to stop using your data temporarily
  • Objection – Ask us to stop using your data if you believe we don’t have a good reason
  • Portability – Ask us to send your data to someone else, or to you

To use any of these rights, email: privacy@oxfam.org.uk   We’ll reply within one month.



Where we get your data

Most information comes directly from you when you fill in your profile. Some basic data (like your name or job title) may be added automatically when you log in using Okta.



How long we keep your data

We keep your data for as long as you are part of the GHT Internal Roster. If you leave Oxfam or ask to be removed, your data will be deleted using the tools built into the system.


Who sees your data

We may share your data with:

  • Bizneo, the company that runs the roster system (they only process your data on our instructions)
  • Oxfam teams, including Roster Managers, Approving Managers, and relevant Country Offices — but only when needed for planning deployments

We never sell your data or share it with anyone outside Oxfam unless it's for emergency deployment planning and necessary safeguards are in place.



Sharing data outside the UK or EU


If your profile needs to be shared with Oxfam teams outside the UK or European Economic Area (EEA), we follow legal rules under:

  • UK GDPR Chapter V, and
  • EU GDPR Chapter V

We use tools like:

  • Standard Contractual Clauses (SCCs) approved by the European Commission or UK ICO
  • The UK Addendum, where needed
  • Access controls and encryption

This helps keep your data safe, even when it is shared across borders.


How to complain

If you’re worried about how we’ve used your data, contact: privacy@oxfam.org.uk
You can also complain to a data protection authority:

  • UK residents – Information Commissioner’s Office (ICO)